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Public Works Minutes 2004 02-23-04 Page 1 of 8 UNITED CITY OF YORKVILLE APPROVED WITH PUBLIC WORKS COMMITTEE MEETING CORRECTIONS MONDAY, FEBRUARY 23, 2004 05/24/04 7 :00 P.M. i In Attendance: Alderman Larry Kot Alderman Joe Besco Public Works Director Eric Dhuse City Engineer Joe Wywrot I APPROVAL/CORRECTIONS OF MINUTES : NONE NEW BUSINESS . River' s Edge Unit 2 — Letter of Credit City Engineer Joe Wywrot stated that he had received a letter from the bank stating that the River' s Edge Unit 2 letter of credit was soon to be expired, but that they managed to have the letter of credit extended . No action needed. This item will be removed from the agenda. Fox Hill SSA Public Works Director Eric Dhuse informed the committee that this was an ending worksheet for the Fox Hill SSA. This item will go to COW on March 2, 2004 . i Waterworks Bid Schedule Mr. Wywrot stated that this item was for information only and that they were going to bid for 2 projects that have now been combined into one bid package for the Cannon Ball Trail Booster Station and the South Pressure Reducing Valve Station. He said that they have their easements, the required the sites and permits for the work. No action needed for this item . Water Department Report for December 2003 This item will be put on the COW Consent Agenda. Bruell Street Force Main & Gravity Sewer — IDOT Highway Permit Mr. Wywrot stated that this permit is a standard IDOT permit that the City is required to do . He said that this would also be an item to be put on the March 2, 2004 COW Consent Agenda. USGS Study of Area Groundwater Mr. Wywrot stated that the City ' s parcel costs for the USGA Study would be $ 1 ,900 . He said that Mayor Prochaska is aware and on board with the study. The study will let them know what is in the aquifers and help in locating future well sightings . This item will go to COW on March 2, 2004 . " i i i Page 2 of 8 i IDNR' S SUMMARY REPORT OF YORKVILLE'S COMPLIANCE WITH NFIP Mr. Wywrot said that this is an annual report that is done by Paul Osmond of IDNR. Mr. Osmond found one possible problem. In paragraph 7B of Mr. Osmond' s narrative report it stated he would like for the City to confirm that the new structures which have been built at the YBSD ' s Treatment Plant, have been flood proofed to that elevation. Mr. Wywrot did speak with Bob Bower from Deuchler Associates of the request and they will soon be providing information about it. Mr. Wywrot said that after he receives the information, he will forward it on to IDNR. i In Floodplain Ordinance section 7A in which they are asking the City to adopt, is very similar to the ordinance that was from 1990, but this would replace that. The changes are printed in bold face italics . He made 2 changes in the ordinance that was in the narrative report. They will be using the 500 year Flood Plan as proposed in the 1989 for elevations in Blackberry Creek to regulate construction. We are currently using the 100 year Food Plan from the 1982 Core Flood Profile. The Blackberry Creek Water Shed Committee decided that from their studies of the flood from 1996, that the 1982 Core Flood Profile was too low. They recommended that the City should use the 500 Year Flood Plan from 1989 . Mr. Wywrot also recommends it as well. j t Mr. Wywrot also mentioned that in the 1990 Ordinance, there is language in it that states if there is an unmapped flood plain that the developer has to perform a study and send it down to the state for approval . The new Floodplain Ordinance takes some of that language out . The developer will still need to do a floodplain study, but it takes out the part of them needing to send it down state for approval. He said that he would still like to see that language kept in the new ordinance . This item will go to COW on March 2, 2004 . MFT Appropriation Mr. Dhuse said that this regards what they are proposing for next year' s General Maintenance Budget under the MFT section of the memo. This would include hot patch, cold patch, signs, rocks and salt. He said that they added 200 more tons of salt this year. This item will be on the Consent Agenda at the next COW on March 2, 2004. Engineering F-150 Truck Mr. Wywrot stated that they will be hiring a new engineering technician and they need a vehicle for that person. Money for that truck will come from the Grand Reserve Development. He said that they received that money last Friday. It is a state purchase and will be ordered through Scott Sleezer. The money was approved on the revised budget in the amount of $20, 000 . The second truck he would like to mention is the 1987 truck that Bill Barkley has been driving will need major repairs . Mr. Wywrot would like to budget for a 2nd new vehicle in the next fiscal year just like the one they are now budgeted for. This item will go to COW on March 2, 2004 . Results of Bid Opening Mr. Wywrot stated that they had 7 bidders for the Bruell Street Pump Station. They won't be able to use 3 of the bidders because they didn't provide the bid security that was required of them. Of i i Page 3 of 8 i the other 4 bidders they will get a receipt of construction of $543 , 000 . Deuchler and Associates package was structured so that the contractor would provide a base bid for a certain manufactured item. In this case they recommended that the City go with a different manufacturer for the chemical storage tank. They recommended going with the lower bid. That would reduce the ordinal $543 ,000 to $541 ,000. The company is called Seebrin and they are based out of Hampshire, Illinois . They are currently doing the City' s South booster station in the Rain Tree Subdivision. Alderman Kot asked for the engineering amount on the project. Mr. Wywrot said that it is $590,000 . i This item will go to COW on March 2, 2004 . i Mr. Wywrot recommends that they do not award this contract until they have all of the easements locked up which is required. He recommends sending this to the March 2nd COW and table the item until they have received all of the required easements . Windett Ridge — Earthwork Bond Reduction #1 Mr. Wywrot said that he is recommending a reduction in the amount of $ 1 ,051 ,797. 25 . He said that though it is quite a reduction the work is done. This item will go on the Consent Agenda March 2, 2004 at the COW meeting . i Windette Ridge — Public Improvement Bond Reduction #1 Mr. Wywrot said that when they had reviewed this there was about 800 ft. of water main on Route 47 that wasn't in. He recommends holding that money back. Mr. Wywrot recommended adding this to the Consent Agenda at the COW meeting on March 2, 2004 . i NEW BUSINESS : Game Farm Road and Somonauk Roadway Improvements i Mr. Wywrot stated that they need to get going on this federally funded project. He said that he underestimated what it would cost for Phase I Engineering . He said he called up an independent consultant to find out if the estimated costs were in the range where they should be. He called the Kane County Council of Mayors and they are reviewing it now. He said that the reward is that when they get to future stages of engineering and construction they will be getting $ . 50 and also $ 35 on the dollar back from the Federal Government. It pays the City back more, but the City has to front the Phase I Engineering. It is a very tedious process as we have to follow not only IDOT regulations but also the Federal Highway Administration regulations and guidelines . It will cost a lot of money. He said they need to get going on this project because Phase 2 Engineering is programmed in the 2005 Kane County Council of Mayors annual element. He said that the City is responsible for Game Farm Road. Alderman Larry Kot asked about the Federal Aid Urban (FAU) Route. Mr. Wywrot said FAU route are the local municipal streets that are eligible for Federal Funding. The Kendal County Council of Mayors cannot spend Federal dollars on a street unless it is a FAU route . Both Game Farm Road and Somonauk are considered FAU. Last year the Kendall County Council of Mayors did recommend that these 2 streets be added to the FAU route system for Kendall County. That hasn't officially happened yet, but it is predicted to happen. IDOT is fine with it as well as Kendall County and the City needs it in order to get the 75 % Federal Funding . i Page 4 of 8 Alderman Kot felt that they should look at the option of going out for bid for other proposals . Mr. Wywrot thought that would be fine but that it is such a complicating and enormous project that if they were to take a look at other proposals they would have to do it right away. Regardless of who they end up going with this project will cost a lot of money. He said that looking at other options would take a couple of months and they are all ready some what behind on the project, but that they could still take a look into it. Alderman Kot also wanted to make sure the public is informed of the time frame and construction plans of the project. Mr. Wywrot agreed. This item will go to COW on March 2, 2004 . Boy Scout Property Mr. Wywrot stated that Director of Parks and Recreation Laura Brown received a proposal letter from Mike Shoppe with regards to prepare some alternate designs for the land use of the Boy Scout property. Mr. Wywrot said that this proposal had to come through a committee and the Public Works committee seemed most appropriate for it. He recommended that they should go ahead with it but that he does not know if there is money budgeted for it but also felt that planning for it would be dollars well spent. He was unsure if this could be budgeted for this fiscal year. Alderman Kot asked if land cash could be used for it. Mayor Prochaska said that the way Attorney Dan Kramer had explained it is that if it is part of a i project that has been identified as a project then land cash can be used but if it is a study just to see how to develop ideas for land use then land cash can not be use. He felt it was something they should speak with Attorney Kramer about. This item will go to COW on March 16, 2004 . OLD BUSINESS : Director of Public Works Salary Survey Mr. Dhuse said that most of the surrounding towns did not want to give out their Public Works salary information. He said that he will work with Director of Finance Traci Pleckham to see if they can get any current information. This item will come back to Public Works on March 22, 2003 . Proposed Wetland Ordinance Mr. Wywrot stated that he, Attorney Kramer, City Achninistrator Tony Graff, and the Conservation Design Forum had a meeting last week. He mentioned that Attorney Kramer had had some concerns about the City's authority to adopt standards for wetlands . After the meeting he was much more positive about adopting the standards for the wetlands . Mr. Wywrot said one way they could do this is through the Illinois EPA NPDES Storm Water Department, which they are mandated to adopt and follow. He said that they have submitted their 5 -Year Plan to the EPA which does include adopting a wetlands ordinance . He said that Attorney Kramer was happy with the idea and that he would request some legal language modifications to strengthen it so that it would not be challenged by a developer or someone of the sort. The CDF will make those changes and get them back to them some time in March. i i i Page 5 of 8 Mayor Prochaska said that they would need to look back and see if there was a Public Hearing meeting about this . He thought there was a draft for it and that the draft was what they were looking at, at that meeting . i Mr. Wywrot said there have been many meetings over this ordinance and that they have thoroughly researched it to make sure that it is consistent and fair. He said that he would try to get the draft copy and bring it back to the next meeting. i This item will come back to the next Public Works meeting on March 22, 2004 . Sewer Rate Study Alderman Kot mentioned that Deuchler and Associates gave a presentation on this subject and the committee asked them to provide some information regarding suggestions and questions raised by the committee. He said some of the issues that were brought up at last months meeting were addressed in this memo . Alderman Kot said that one issue he raised was to look into to see what it would cost to have seniors be exempt. He then stated that what he meant to say was he would like to see the senior' s rates frozen at the current rate. He pointed out in the last page of Deuchler's memo under the Revised Rate with a Fixed Rate Structure that he didn 't think that they factored in the senior' s rates being frozen . Mr. Wywrot said that he was sure they didn't. The numbers could be skewed with out the senior' s rate being factored in. Mr. Kot wasn't sure if the numbers needed to be raised if they were taking the money out of the General Fund to cover costs, if that were the case then the number wouldn't change. j Mayor Prochaska said that that is a decision that would need to be made by the City Council . He felt that it was a worthy cause to keep the people who aren't using it a lot at some kind of a level . Alderman Besco said that he wasn 't totally against it but questioned whether or not that with the coming growth to freeze one class of people would seem some what biased. He said that they already have a special price for their garbage and questioned if they would continue to cater to just one class of people . Alderman Kot felt that it would not be that much of an expense and that the gesture is well intended and that people appreciated it. Mayor Prochaska said that the way he looked at it is that most other people have an opportunity to find a way to increase their income while it is much more difficult for senior' s to do that when they are on fixed incomes . He said that one thing that they may need to keep in mind is that as the City grows then so might the number of seniors . They might not come as quickly as the younger families but there is someone who is considering putting in a large senior development. Alderman Kot felt that even a large senior development would not have a very large effect on this because they are not likely paying individual sewer bills if they are moving in a complex. Mayor Prochaska said that there was talk of single family homes and townhouses . He said in that case they would need to look at setting a criteria and who would fit into that criteria. j Alderman Besco said that he would like to hear the whole Council ' s opinion on this matter. I� I Page 6 of 8 Alderman Kot suggested having Mr. Graff, Mrs . Pleckham and Kevin McKenna go over this and get their opinion before raising the rates . Mayor Prochaska agreed . Mr. Wywrot said he would ask them to take a look at it and wait for their response . This item will come back to Public Works Committee on March 22, 2004 . Facilities Expansion This item was tabled. City Fall Emergency Generator — Maintenance Contract Mr. Dhuse stated that he did go over the contract for the generator vendor and said that since that time the vendor has had to come out 4 different times to repair the generators . He said they made a decision to have the vendor also repairing the other generators . He said the vendors are from a local company so if it is an emergency and they are called they can be there to take care of the problem with in an hour. He said that they have had luck with them on all the other generators and the vendors do a good job of getting the generators up and running . Alderman Besco questioned whether or not this generator would cover the whole building with the new addition. Mr. Wywrot said that it only covers a certain amount of circuits, not all of them . It wasn't designed to run all of the circuits . Mr. Dhuse mentioned that one thing they should consider is if they go any bigger than the current generator then it switches from natural gas to diesel . That increases costs . Mr. Wywrot said that the thing they should look at it what they need to have the generator cover and then they can go on from there. He said they would need to specify what those essential needs are. Mr. Dhuse said that this item can be taken off from the agenda. No action needed . Well #7 Update Mr. Wywrot reported that Well #7 has been drilled and that they did a test pump last week. Mr. Wywrot said that they test showed that the aquifer is not releasing water at the rate that EEI hoped it would. They will get the amount of GPMs out of the well that they wanted to get out of it. He said that it will require a change in the depth of the pump . The well is a little over 115 deep . The static water level with the pump not running is about 400 below ground level. EEI originally said that the pump would be set at 850 feet below ground level. They are now saying what they found in the test pump that in order to pull the thousand gallons per minute the ground water level is drawn down when the pump is run. The more that is pumped then it pulled further down. They are recommending that they set the pump at about 250 feet further down than they had originally projected. That would be low enough that even with the high wire draw down there would still be enough water around the pump so that they don't have cavitations and losing air into the water. It is a stainable pumping rate at that elevation. He said that there are additional costs associated with that. There would be additional costs to cable, additional piping to pump the water back up, and additional electrical costs to push the water 250 ft. up. He said that there would be a change order coming back to the Public Works Committee in the $ 15 , 000 range to set that pump at the lower elevation. Over time there would be a larger electrical costs associated with getting the water out of that ground. �I i I I I Page 7 of 8 Mr. Wywrot said that the other option would be to loosen u the formation down below to et yam' t p p g more water coming through the cracks . He said that it not only costs $ 150,000 . 00 but you also run the risk of loosening up the formation so much that then sand could be drawn in with water. EEI is suggesting using this route. There is $ 15,000 in additional costs . Then once they see what they get with Wells 8 & 9 on the North side then they will be able to make a more informed decision for future development. The change order for $50,000 will have to come back to Public Works before it goes to the City Council , This item will come back to the next Public Works Committee meeting on March 22, 2004 . ADDITIONAL BUSINESS : i i Auto CAD Man CD Software Mr. Wywrot stated he and Mr. Dhuse went to EEI and they gave them the City' s data file for the GIS (Graphic Information System) . He said that they are at the point now where they will need to review it, look for errors and omissions, and basically bring it up to date as much as possible. To do that they will need to get the CD of Auto CAD Map software. He recommended getting one full CD of Auto CAD Map and the current CD of LT will slide over to the new engineering technician. The costs will come up to $2, 800 , Mr. Dhuse said he had some money left in computer, sewer and water to help cover costs . Mr. Wywrot said as long as they have a line item to cover costs then it should be good to go. The committee agreed for the purchase and ordering of the software . In Town Road Project Alderman Kot asked if the engineering was moving ahead with the In Town Road Project. Mr. Wywrot said yes . Alderman Kot asked to keep an update on the progression of the project on the Public Works agenda. Mr.Wywrot said that the project is in Design Engineering Phase 1 which is just north of the Fox River and they are preparing 2 sets of bidding documents . Only 1 would be constructed in 2004 . That would be the Utility Phase for the areas north of the river. In the following spring of 2005 they would come back with the Road Way Phase. The utilities south of the river will come in the fall of 2005 . The Road Way Phase for south of the river will be in 2006 . As of now they do not have any word of contracts for work south of the river. Alderman Kot felt that they still had not identified the bulk of the financing that they need for the project. Mr. Wywrot said that this was all going to be bonded. Alderman Kot pointed out that it had not been approved by the City Council yet. Mr. Wywrot said that the engineering part has . He said that they have half of the money in the budget for the Utility Design with the understanding that Smith Engineering was not going to invoice the City until the next Fiscal Year Budget. It minimum costs for engineering would be $40,000 . Alderman Kot felt that they should have updates and status of various projects regarding the In Town Road Project, particularly for the Public at future COW meetings . Alderman Besco agreed. Mr. Wywrot said he would speak with Tony Graff and then someone would need to give the presentation at the meeting . Page 8 of 8 There was no more additional business . Meeting adjourned : 8 : 45 Minutes by: Theresa Brady I i i I i i i i i